As a public institution dedicated to the free expression of and free access to ideas presenting all points of view concerning the problems and issues of our times, the Gleason Public Library makes the Ruth W. Hollis Room (Hollis Room) and the Quiet Study Room available on equal terms for the lawful activities of all groups and persons, regardless of their beliefs or affiliations, according to the guidelines below.
The Gleason Library has two meeting spaces available for use. The Ruth W. Hollis Room (capacity 50) and the Quiet Study Room (capacity 10).
Capacity: Attendance at meetings will be limited to 50 persons in the Hollis Room and 10 people in the Quiet Study Room. Seating and/or supplementary furniture are not allowed in the landing outside the Hollis room. Pre-registration may be required if demand beyond capacity is anticipated.
Attendance/registration use: If an attendance form or program registration form is used, it should be clearly stated if the list of names would be used for sales calls. Attendees can then choose to not sign, or to remove their names.
Furniture and equipment: The Library provides 4 tables that accommodate 26 chairs, and 24 additional chairs for use in the Hollis room. The Library provides two tables and 10 chairs in the Quiet Study Room. Groups using the Hollis Room should specify the number of seats needed at the time of booking, but must set up the chairs and tables themselves. Some equipment items for the Hollis Room and Quiet Study Room are available and may be requested on the application form. The Library assumes no responsibility for equipment failure and resultant damages to patron property. Special arrangements may be made to use the Hollis Room kitchen. Persons planning to use the equipment in either meeting room must know how to operate the equipment. Arrangements can be made prior to a meeting for staff to show a user how to operate the equipment.
Groups using the Hollis Room may rearrange furniture, but must return the room to its original condition prior to the end of the scheduled room use. The Library is not responsible for setting up or taking down chairs or tables. Groups may not rearrange the furniture in the Quiet Study Room.
No additional furniture or equipment other than that already available in the rooms will be provided, and no additional furniture may be brought into the rooms.
Refreshments and clean-up:The pantry space in the Hollis Room is limited and not meant for full meal preparation; it includes a sink and coffee pot. If refreshments are served, attendees are to be clearly advised by the group leader that food and/or beverages must remain in the pantry or meeting room. Groups are expected to return the pantry and meeting room facilities to their original condition. Refreshments may not be brought into the Library without prior approval. Only light refreshments such as a beverage and cookies or tea sandwiches will be permitted; the group serving them will be responsible for any cleanup following the meeting. No alcoholic beverages of any type may be brought into, served, or consumed on the Library’s premises. Please choose food items that are friendly to the carpet and furniture. An extra fee will be charged if the group’s use of the room results in the need for repair to Library furnishings or equipment or if excessive cleanup is required by Library staff. Imposition of this fee will be at the discretion of the Library Director. Covered beverages are allowed in the Quiet Study Room.
Parking: Meeting attendees are encouraged to carpool or to park off-site at the Town lot on Lowell Street.
Accidents/Damage: Accidents must be reported to the staff member in charge who will report the incident according to Library procedure. The Library is not liable for injuries to people, damage to their property, or loss of property belonging to individuals or groups using the meeting room. Payment shall be made for any damage to or loss of Library property. Use of the rooms by the organization is suspended until payment is received.
Storage: Equipment, supplies or personal effects cannot be stored or left in the Hollis Room or Quiet Study Room before or after use.
Telephone use: Library business phone use will be limited to emergency calls only. No telephone messages will be taken.
Publicity: The name, address or telephone number of the Gleason Public Library may not be used as the contact for the meeting. Any announcement or notices to publicize an activity should not be posted or distributed within the Library without prior approval from the Staff.
Exits: All exits must be kept unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits. Do not use the Emergency Exit except in cases of emergency.
Decoration: Nothing may be attached to the walls or the ceiling.
Fire codes: No open flames, including incense or candles, are permitted.
End of meeting: Programs or meeting must end at least one half hour prior to Library closing time. Librarians and Library custodial staff have to be scheduled to be on hand in the building to close and secure the premises. The person in charge of the meeting should secure the room and alert the Reference staff member when leaving.
Use of the meeting rooms by any group signifies acceptance of the terms of this policy. Failure to abide by these rules for meeting room use may be justification for denying the group further use of meeting rooms.
CHECKLIST FOR END OF ROOM USE – HOLLIS ROOM
CHECKLIST FOR END OF ROOM USE – QUIET STUDY ROOM
Approved by Trustees May, 2009 | Updated and approved January 19, 2018